Use Tasks to record follow-ups and production work for your artist team. A task can describe what needs to be done, who is responsible and when it is due. Older Optune articles may call these items “To-dos.”
This guide is for artists and artist team members working in an artist group. Artist-group tasks and agency-group tasks are separate. Being part of an artist's crew does not automatically give you access to that artist's agency tasks.
Create a task for a booking
Open the relevant booking in your artist group.
Open the booking's Tasks tab.
Click New task. If the booking first opens as a preview, click Edit details to reach its tabs. This button does not change your booking permissions.
In Title, enter a clear title describing the work, such as “Confirm DJ booth equipment and soundcheck.”
In Description, add the details the person completing the task needs. Include the required equipment, the relevant production time and any agreed arrangements.
In Assigned to, select the responsible team member. Check the selected person before saving.
Set Due date when the work has an agreed deadline. You can leave this field empty. Choose a deadline that leaves enough time to resolve any problems before the show.
Click Add. Confirm that the task appears in the booking's task list with the intended assignee and, if you selected one, the due date.
For a show on 17 October, an equipment-confirmation task due on 10 October gives the team a week to resolve any missing equipment. Its description could read:
Confirm two club-standard media players, a four-channel DJ mixer and booth monitors with the venue. Verify that the 18:00 soundcheck and side-entrance load-in are agreed.
The task is the follow-up to complete. The saved booking schedule remains the place to record the running order itself.
Create a general artist-team task
Use a general task for work that is not tied to one booking, such as reviewing the touring equipment checklist.
Close any open booking preview or task dialog, then open Tasks in the main navigation.
In Open, click New item.
Enter Title and the relevant Description.
Select the responsible person in Assigned to. Title and assignee are required.
Set Due date if needed, or leave it empty.
Click Add and check the saved task in Open.
A general task does not have a booking attached to it. Booking-related tasks also appear in the central Tasks area, with their booking context shown beneath the title.
Edit, complete or reopen your task
To edit a task, click its title. Update the details and click Update. Check the saved result after the dialog closes. An empty due date can remain empty when you edit the task.
To mark work as complete, select the checkbox beside that task. In the central Tasks area, completed work appears under Closed. If you need to continue the work, open Closed and clear its checkbox. The task returns to Open. Allow the list to finish updating before clicking the checkbox again.
Completing a task changes the task status. It does not confirm or complete the booking itself.
Find tasks with no deadline
Open Tasks in the main navigation and turn on Show only tasks without due date. The filter applies to the selected Open or Closed tab. Dated tasks disappear from that filtered list; they have not been deleted. Turn the filter off to include dated tasks again.
An undated task has no due date. Do not treat its booking date or an “Updated” date as a task deadline. General tasks and booking tasks can both be undated.
Can I create tasks when the booking is read-only?
Read-only booking access does not automatically prevent you from creating a task. A technician with read-only booking access and a hidden deal can still have access to create a task in the artist group.
Booking-editing permissions and task permissions are different. Creating a task does not give you permission to change the booking's schedule, view a hidden fee or open restricted contracts and invoices.
If you can read a booking but do not have an action to create a task, ask an administrator of your artist group to check your access. Do not assume that a different personal subscription will resolve the issue.
Why can't my artist crew see an agency task?
Tasks belong to the group in which they are managed. A task in an agency group is not automatically an artist-group task, even when both groups work on the same show.
For work that the artist's own crew must manage, use the artist group's task workflow and select a team member available in that group. Check the group context when a task or an expected assignee seems to be missing.
Can I use a task to follow up on an option deadline?
Yes. Record the provisional booking as appropriate and create a task for the person responsible for following up before the agreed option deadline.
A task's due date is a follow-up deadline. It does not automatically extend an option, confirm a show, cancel a booking or remove a provisional date. A blocked date is an availability entry; it is not an automatic option-expiry process either.
Keep the agreed deadline and the follow-up action clear in the task description. For example: “Confirm whether the promoter will proceed with the 17 October option before 12:00 on 10 October.”
Troubleshooting
The person I need is missing from the assignee list. Check that you are working in the correct artist group and that the person is a member of that group. Agency membership and artist-team membership are separate.
The task appears in a different group from the one I expected. Check where the task was created. Tasks are not automatically combined across artist and agency groups.
I can create a task but cannot edit the booking. This can be consistent with your permissions. Task creation does not override read-only booking access.
A task is missing from the list. Check whether you selected Open or Closed, clear the search and turn off Show only tasks without due date if you also want to see dated tasks.
The option did not expire when the task became due. A task records the follow-up. The responsible person must review the option and update the booking as appropriate.